Job Summary:
The Administrative Officer is the operational anchor of the organization, ensuring seamless and efficient support services that enable core functions to thrive. This role holds strategic responsibility for the entire lifecycle of organizational assets, the safety and efficiency of the vehicle fleet, the functionality of all facilities, and the performance of the support staff team. By implementing robust systems, ensuring strict compliance, and controlling costs, the Admin Officer directly contributes to a safe, productive, and professional work environment. The position requires a proactive leader with strong analytical, managerial, and problem-solving skills.
Key Responsibilities:
Strategic Fleet & Transport Management
· Develop, implement, and enforce the organization’s Fleet Management Policy.
· Manage the daily operational schedule for all vehicles, optimizing routes and usage.
· Maintain a vehicle logbook system (digital/paper) to track trips, mileage, fuel, and maintenance.
· Source and manage relationships with reputable fuel suppliers, garages, and spare part vendors.
· Process all vehicle-related paperwork: insurance renewals, annual inspections, road tax payments.
· Investigate and report on any vehicle accidents or incidents, implementing corrective actions.
· Plan and manage the annual vehicle licensing and inspection calendar.
Comprehensive Asset & Inventory Control
· Establish and maintain a centralized, digital asset register with details of acquisition cost, location, condition, and custodian.
· Implement an asset tagging system and conduct bi-annual physical verification audits.
· Manage the procurement process for new assets, including technical specifications, supplier evaluation, and receipt inspection.
· Organize the secure disposal of damaged or obsolete assets, ensuring proper documentation and compliance with donor rules (if applicable).
· Manage the inventory of stationery, cleaning supplies, and other consumables, establishing reorder levels to prevent stock-outs.
Facilities, Premises & Guesthouse Management
· Conduct monthly facility inspections to identify maintenance needs and safety hazards.
· Manage utility accounts (electricity, water, internet, gas) and ensure timely payments to avoid disconnection.
· Oversee the maintenance of generators and UPS systems, including fuel supply and servicing.
· Coordinate with the security focal point to ensure access controls, CCTV, and guard services are effective.
· Manage guesthouse bookings, ensure rooms are prepared for visitors, and oversee the guesthouse attendant.
· Serve as the primary liaison for all landlord communications, including negotiation of lease renewals.
Team Leadership & Staff Supervision
· Prepare weekly work schedules for drivers and support staff.
· Conduct regular team meetings to communicate priorities, address challenges, and gather feedback.
· Identify skill gaps and coordinate tailored training for drivers (defensive driving) and support staff (hygiene, customer service).
· Manage leave requests and timesheets for the administrative support team.
· Perform mid-year and annual performance reviews for all direct reports.
Financial Administration & Compliance
· Prepare monthly budget vs. actual expenditure reports for fleet, facilities, and assets.
· Verify and approve invoices from suppliers (garages, landlords, utility companies) before payment processing.
· Maintain a systematic filing system (physical and digital) for all contracts, leases, insurance policies, and asset documents.
· Ensure adherence to national safety regulations, labor laws for drivers/staff, and organizational procurement thresholds.
Procurement, Events & Logistics Support
· Raise Purchase Requisitions (PRs) and assist procurement with technical evaluations for admin-related items.
· Coordinate all logistical aspects of internal and external meetings/workshops: venue booking, accommodation, catering, and materials.
· Arrange airport pick-ups and drop-offs for staff and VIP visitors.
· Manage the organization’s mail and courier services.
Systems, Reporting & Continuous Improvement
· Analyze fleet data to recommend replacement or addition of vehicles.
· Draft and update Standard Operating Procedures (SOPs) for key administrative processes.
· Prepare a monthly operational dashboard for management covering fleet utilization, maintenance costs, and facility issues.
· Propose and implement at least one cost-saving or efficiency improvement initiative per quarter.
